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Guidance for Applicants Required to use the Criminal Records Bureau’s Disclosure Service

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The University and the Criminal Records Bureau

The Criminal Records Bureau (CRB) is an executive agency of the Home Office. It helps us make informed decisions about whom to admit to programmes of study such as our PGCE, Early Childhood Studies and Social Work degrees. It also helps us screen student volunteers and those going on placements involving work with children or vulnerable adults, or those involved in a profession with special responsibilities such as pharmacy. CRB helps us by providing a service called Disclosure.

The University is registered with the CRB to use its Disclosure services and is committed to doing this sensitively, appropriately and legally. The University is committed to complying with the CRB Codes of Practice on using Disclosure services and on handling sensitive disclosure information.

What is a Disclosure?

If we have asked you to obtain a Disclosure this will be what is called an Enhanced Disclosure. These provide details of a person’s criminal record including all convictions, cautions, reprimands and warnings held on the Police National Computer (PNC) and all information held by local police forces. If your programme or placement involves working with children or vulnerable adults, the Disclosure will contain details from lists held by the Department of Health (DH) and the Department for Education and Skills (DfES) of those considered unsuitable for or banned from this type of work. You can find out more at www.disclosure.gov.uk.

Can I refuse to apply for a Disclosure?

Yes, but if you do, we will not be able to allow you to undertake the practical requirements of your programme of study or to undertake particular volunteer or student placements. For PGCE, Early Childhood Studies and Social Work students, this is likely to mean that you are ineligible for admissions onto the programme.  

What if I already have a Disclosure?

Unfortunately, the University cannot accept previous Disclosures. In order to discharge our responsibilities and to ensure that the information we have is as up-to-date as possible, we ask that you apply for a new Disclosure through the University. There are no exceptions to this rule.

What if I live or have lived overseas?

Generally you will have to apply to the CRB for an Enhanced Disclosure even if you have lived overseas prior to joining the University. The University may also ask you for an equivalent document from the relevant overseas authorities.

How much will a Disclosure cost?

You will need to pay £40 to the University for your Enhanced Disclosure. You need to provide us with a cheque or postal order payable to the University of Bath when you forward your application to us. We then pay CRB on account for your application. 

How do I apply for a Disclosure?

The University will tell you when you need to start the application process. We will email and write to you with a username and password for an online application package. You will need to follow the link we provide to the online application, log in and follow the instructions. You will not be able to complete the application and submit it until you have provided all the information we need correctly. You will also have to tell the online system which ID documents you want to submit so that we can verify your identity. You should select documents that you are prepared to bring to us in person or post to us. When you finish your online application and press submit, this is what happens next:

If you are a current student or you are applying to us and can visit in person:

  1. We will print a copy of your online application and make sure it is ready for us to add the final ID checks and for you to sign.
  2. You should ring the Registry Enquiry Office on 01225 383512 and ask James Olver for an appointment to go through a CRB Disclosure application.
  3. You should come to your appointment with the original ID documents you said you would provide when you did your online application and your payment of £40. If you do not bring everything we need, we will not be able to complete your application.
  4. We will send your completed application to CRB and you do not need to do anything else unless we contact you.

If you cannot come to the University in person:

  1. We will print a copy of your online application and send it to you at the main address you provide. When you receive this form, you should sign it and send it back to us with the original ID documents you have told us you will provide. You should also send us a cheque (payable to the University of Bath) or postal order for £40.
  2. Send the Disclosure application form, original ID documents and payment to:  The Registry, University of Bath, Bath, BA2 7AY.  Please mark your envelope ‘PGCE’, ‘Social Work’ or ‘Early Years’ as appropriate. We strongly recommend that you use special delivery or a similar secure service.
  3. We will send your application off to CRB and return your original ID documents to you by recorded delivery. We aim to do this by return. You do not need to do anything else unless we contact you.

What will happen next?

Once the University has submitted your completed Disclosure application to the CRB, you will receive your Disclosure in the post. A copy will also be sent to the University. The CRB aim to complete straightforward applications within 3 weeks but it can take longer. The University will only contact you if the Disclosure reveals something that we need to discuss with you. When you receive a copy of your Disclosure form, keep it safe in case we, or your home school, placement employer etc ask to see it.

What if I have a criminal record?

Having a criminal conviction will not necessarily prevent you from gaining admission to the University of Bath. We will investigate the nature of any declared or disclosed convictions in order to:

Any admissions decision will be taken in the light of a risk assessment against these criteria. Further details can be found in our Policy Statement on the Recruitment and Admission of Ex-offenders (available on request).

How do I know that the information contained on my Disclosure will be kept confidential?

The University has a policy on the secure handling, use, retention and storage of disclosure information and this is consistent with the CRB Code of Practice. You can request a copy of our policy from us or view the CRB Code on the CRB website. Please note that, to ensure that we do not keep your personal information for longer than is absolutely necessary, it is our policy to destroy Disclosures as soon as they have been logged on our records. This means that we will not normally be able to give you a copy of your Disclosure if you lose or do not receive it.